Overview

Senior Officer: Res Placements Jobs in Pretoria, Gauteng, South Africa at University of Pretoria

Title: Senior Officer: Res Placements

Company: University of Pretoria

Location: Pretoria, Gauteng, South Africa

UP Professional and Support

DEPARTMENT OF RESIDECE AFFAIRS AND ACCOMMODATION

SENIOR OFFICER: RESIDENCE PLACEMENTS (X2)

PEROMNES POST LEVEL 9

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Job Purpose

Handle undergraduate and postgraduate placement functions, enquiries and student residence accounts of allocated residences utilizing the full capacity of these relevant residences within the guidelines as per residence placement policies.

Responsibilities

The successful candidates’ responsibilities will include, but are not limited to:

  • Student Residence Placements:
  • Handle undergraduate/postgraduate student recruitment and placement functions, enquiries and student residence accounts of allocated residences in line with placement policies and related procedures;
  • Update and process information on Residence Financial and Human Resources (PeopleSoft) system;
  • Plan the availability of accommodation for students;
  • Draw reports from Residence Financial and Human Resources (PeopleSoft) system for the provision of lists and report to House Committees, Heads of residences and Building Coordinators;
  • Draw information of student cases from Financial and Human Resources (PeopleSoft) system;
  • Request applications or motivations when required; receive and process applications on the system, summarize and prepare files for the committee;
  • Obtain information from students to be considered for a Directors’ placement and give input with regard to possible placements based on student cases handling disputes regarding residence enquiries;
  • Assess the eligibility of students’ applications in line with the placement policy;
  • Participate actively in the marketing of residences, and the recruitment of students into Residences, and strive to keep residences at full capacity;
  • Follow-up of the payment of the reservation levy and cancellations levies;
  • Conduct interim placements as places become available;
  • Process departures, notices for moving out and follow up on open places and internal room changes before any placement can take place;
  • Approve requests on merit from students for room changes or moving to another residence;
  • Manage waiting lists e.g., changes of residence, flats, rooms, and discretionary place requests, etc;
  • Supply monthly occupation statistics and reports.
  • Client Service and Communication:
  • Offer client service to walk-in, e-mail and telephonic clients at all times within prescribed turnaround times;
  • Handle the dedicated undergraduate/postgraduate e-mail address: Ensure daily feedback and follow-up on e-mails;
  • Add comments to the Residence Financial and Human Resources (PeopleSoft) system to enable colleagues to supply feedback based on the holistic contact history of a student;
  • Communicate with clients/students within the prescribed turnaround times;
  • Review and update existing communications;
  • Collect information and compile information leaflets as needed;
  • Proofread correspondence, publications, etc;
  • Adjust procedures and processes to enable improved communication with undergraduate and postgraduate students;
  • Provide the University Call Centre staff with relevant information to ensure the continuation of service quality to students;
  • Meet and interact with Building Coordinators of undergraduate and postgraduate residences to ensure that all queries with regards to residence placements are handled;
  • Assist in quality control of residence correspondence to students;
  • Positive and professional communication with colleagues to ensure respectful and healthy team coherence enabling effective outputs and meeting deadlines as a division;
  • Assist in handling queries from students in the leased and accredited residences.
  • Accounts and Finances:
  • Handle enquiries with regard to accounts and resolve general financial enquiries and calculations;
  • Handle first escalation disputes and refer to the relevant manager if a resolution cannot be achieved;
  • Follow-up on open rooms to ensure full utilization of capacity to prevent financial loss;
  • Update data on the system for departures, room changes etc. to rectify accounts;
  • Follow up on statistics and discrepancies regarding occupation and capacity of residence;
  • Follow up functions with regard to outstanding fees;
  • Follow up on outstanding reservation levies not paid;
  • Ensure that all students who are placed on the system are connected to a room so that student’s accounts are debited with residence fees;
  • Check and ensure the accuracy and correctness of residence fees.
  • General Administration and Enquiries:
  • Keep relevant statistics (excel) according to needs, keep filing up to date, keep records of relevant policies, procedures and guidelines according to needs;
  • File and draw documentation and management information;
  • Handle general enquiries as pertaining to the specific divisions within the department;
  • Liaise with executive management offices, other departments, relevant support services, faculties etc;
  • Assist and handle all delegated administrative functions pertaining to the leased residences and accreditation of privately-owned residences;
  • Assist colleagues in handling placement of all other students as delegated by the line manager;
  • Keep a record of enquiries on the Residence Placement System;
  • Order stationary in advance and keep a file for budget purposes.

Minimum Requirements

  • Relevant National diploma with 3 years’ experience;
  • Or Grade 12 with 5 years’ experience;
  • Experience in the following:
  • Experience in residence/housing placement at an academic or other corporate accommodation establishment;
  • Proven experience in a client service environment and handling of enquiries at all levels;
  • Administrative experience;
  • Financial experience including accounts and resolving relevant financial enquiries;
  • Experience in quality control of all formats of correspondence
  • Project planning;
  • Experience in management of guest reservation/placement of guests.

Required Competencies (skills, Knowledge And Behavioural Attributes)

  • Knowledge of:
    • Relevant university residence policies and procedures;
    • Student finance and accounts processes.
  • Technical competencies:
    • Computer literate;
    • Database systems.
  • Behavioural competencies:
    • Strong interpersonal skills and the ability to establish and maintain effective partnerships and working relations with people in a multi-cultural and multi-ethnic environment;
    • Ability to actively participate as a member of a team to move toward the completion of goals;
    • Ability to deal with high stress situations calmly and effectively.

Added Advantages And Preferences

  • Experience in a tertiary housing/residence placement environment;
  • A valid driver’s license.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In Applying For This Post, Please Attach

  • A comprehensive CV;
  • Certified copies of qualifications;
  • Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 25 May 2026

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Mr F Sinthumule, Email: [email protected] for application-related enquiries, and Mrs G Mathekga, Email: [email protected] for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 July 2026, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.

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